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The 9 Must-Have Elements of a Florida Notarial Certificate (And Why They Matter!)
- Savannah Casto
- Apr 4
- 3 min read
Updated: Apr 7
Notarizing a document isn’t just about stamping and signing - it’s about making sure everything is legally airtight. In Florida, every notarial certificate needs nine specific elements to be valid. Miss one, and your document could be rejected, cause legal issues, or even delay an important transaction.
But don’t worry! I’m here to break it all down for you - no confusing legal jargon, just clear and practical info to make sure every notarization is done right.
Why These 9 Elements Are Non-Negotiable
A notarial certificate is like a receipt for an important transaction - it proves that the notarization happened correctly and legally. It protects the signer, the receiving party, and me (the notary) from potential fraud or disputes.
Now, let’s dive into these must-have elements so you can see why they matter.
The Venue (Where It All Happened)
Every notarial certificate must begin with:
"State of Florida, County of __________."
This isn’t where the document was created - it’s where the notarization physically took place. If I notarize a document while visiting Lake Wales, but my client is from Sebring, the venue must say Polk County (not Highlands County).
Common Mistake: Forgetting to fill in the county or accidentally putting the wrong one.
Pro Tip: Always double-check before stamping.
Type of Notarization?
Notarizations aren’t one-size-fits-all. The certificate must specify:
Acknowledgment: The signer confirms they signed voluntarily.
Jurat: The signer swears or affirms the contents of the document are true.
Common Mistake: If a document doesn’t specify which one is needed, the notary can’t decide - the signer must!
Pro Tip: If unsure, ask the document recipient (like a lender or attorney) what they require.
The Signer Was Actually There
The certificate must say that the signer personally appeared before the notary—either in person or through Remote Online Notarization (RON).
Biggest No-No: Notarizing a signature without the signer present (yes, even if they say, "I promise I signed it!").
Pro Tip: Remote notarizations are legal in Florida, but they must be done through an approved RON platform!
The Date (When It Happened)
The date must be the exact day the notarization took place.
Common Mistake: Pre-dating or post-dating (even as a favor) is illegal in Florida.
Pro Tip: Double-check the date before stamping - it’s an easy but costly mistake!
The Signer’s Name (Spelled Right!)
The certificate must clearly list the full name of the person whose signature was notarized.
Common Mistake: Misspelling a name or forgetting to include all signers if multiple people are involved.
Pro Tip: Always confirm the spelling against the signer’s ID before filling it in.
How Did the Notary Verify The Signer's Identity?
Florida law requires notaries to document how they verified the signer’s identity:
Personal knowledge (I already know them).
Government-issued ID (driver’s license, passport, etc.).
Credible witness (if the signer has no valid ID, a third party vouches for them).
Common Mistake: Forgetting to write down the ID type or accepting an expired ID.
Pro Tip: Keep a notary journal to log ID details (even though Florida doesn’t require one).
The Notary's Signature (The Notary's Personal Stamp of Approval)
Every notarial certificate must have the notary’s official signature - and it must match the one on their commission.
Common Mistake: Signing with initials or a nickname.
Pro Tip: Use a consistent signature every time.
The Notary's Printed Name (So It’s Crystal Clear)
Below the notary's signature, their name must be typed, printed, or stamped—just in case their signature is hard to read.
Common Mistake: Assuming the notary's stamp is enough (sometimes it’s not).
Pro Tip: If the notary's stamp already includes their name, double-check that it’s readable.
Official Notary Seal
Every Florida notarial certificate needs the notary's official seal or stamp to be valid.
Common Mistake: A smudged or faint seal that’s unreadable.
Pro Tip: Always test the stamp before a notarization - ink levels matter!
What Happens If Something’s Missing?
If any of these 9 elements are missing or incorrect, the notarization might:
Be rejected by banks, courts, or government offices.
Delay a real estate closing (which no one wants).
Expose the notary to legal trouble (yikes).
That’s why at Bee & Barb Notary, LLC, I triple-check my work to make sure every notarization is 100% compliant the first time.
Need a Notary? I’ve Got You Covered!
At Bee & Barb Notary, LLC, I make notarization simple, accurate, and convenient. Whether you need:
Mobile Notary Services – I come to you!
Remote Online Notarization (RON) – Notarize from anywhere!
Loan Signings & Real Estate Closings – No errors, no delays!
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